[MARHMIS] Fwd: Question Response for HMIS Question ID 52211 - HUD Exchange Ask A Question

Good Morning,

Here is the response to the question I discussed at last Monday's MARHMIS meeting regarding recording of income for adult children for the APR.  Thanks to Kelli Barker for following up to get me the answer.  Greta

Greta Rolland

-----Original Message-----
Question Status: Answered
Thank you for submitting a question via the HUD Exchange. The response to your question is listed below.
Question Related To: Homeless Management Information Systems
Question ID: 52211
Question Subject:
Handling of Income for children of PSH participants when they have reached adulthood
Question Text:
We are currently working on the APR for a PSH project that has several children who received SSI or SSDI income for several years.  In the past, this income was listed under the children, but the new HUD data standards specify that the income should be reported for the head of household and not the minor child.  I understand that I need to go back into the history of HMIS data and make these changes to current minor children.  As an example , a 10 year old who has had SSI income for 3 years reported under his/her client id in HMIS will require modification to delete this income from the child and report under the head of household's income.  But, I have two children who are now 18 and 19 who are now adult children of the head of household.  How to do I handle their previous income and current income?  Do I leave it showing as their income with the annual assessments and updates when they receive increases in their SSI?  Or do I need to change their previous income to show under their head of household and end it when they reach 18 and then show it as new income as an adult in the household? I also want to check to determine when HUD determines that a child is now an adult.  Is it upon their 18 or 19th birthday?  Thanks so much.  Greta
Additional Information:
Added by Requestor on 04-28-2015 07:51 AM (CST)
Our APR is due by the end of May and the CoC lead who submits the APR is scheduled for vacation.  We want to submit the APR in the next week or two but need a response to this question before we can finish.  We do not like to be late on required HUD reports. Can you please expediate the response?  Or should we ask for an extension for the APR?   Thank you.  
Thank you for your question.  For the purposes of HMIS data collection and your APR, an adult is any person 18 years of age or over.  On the APR, the client will be reported as an adult or a child based on the age that the are on their project entry date OR their age as of the first day of the operating year (whichever date is most recent).  Based on the information you've provided, these two clients will appear on your APR as adults.
Income and non-cash benefits should be entered into HMIS for: project entry, annual update, and project exit.  We understand that projects may also chose to update this information as the changes occur, but those three data collection stages are the minimum requirement per the Standards.  If you are back-dating old data for the two clients you mentioned (18 and 19 years old now), you wouldn't associate the income or benefit with them until they are an adult, and would instead associate it with the Head of Household until the client is an adult.  It would then show up on the APR as new income for the clients.

FY 2015 CoC Program Registration – Final Day

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FY 2015 CoC Program Registration – Final Day

Submission Deadline: Today, May 18, 2015 at 7:59:59 PM EDT.
As of 9:00 AM EDT, today, May 18, 2015, 336 Collaborative Applicants have submitted the Fiscal Year (FY) 2015 Continuum of Care (CoC) Program Registration in e-snaps.
  • 22 CoCs have not gone into e-snaps to begin the Registration process – these CoCs have not registered the “Funding Opportunity,” which is the first step required to access the registration forms. These CoCs are listed as Not Started.”
  • 0 CoCs have registered for the Funding Opportunity, but have not started filling out the Registration forms in e-snaps. These CoCs are listed as Ready.”
  • 43 CoCs are In Progress,” meaning they are in the process of completing the Registration forms in e-snaps.
View the list of CoCs that have not yet submitted their CoC’s registration. Everyone should review this list to ensure your CoC has submitted its FY 2015 CoC Program Registration. Collaborative Applicants should not wait until the last minute to submit the FY 2015 CoC Program Registration.
If your CoC is not listed on the attached spreadsheet then HUD has received your CoC’s FY 2015 CoC Program Registration.

The registration deadline is 7:59:59 PM Eastern Daylight Time today, May 18, 2015. Registration submission must be received in e-snaps on or before the registration deadline. Failure to submit a registration in e-snaps by the deadline will result in the Collaborative Applicant being unable to access the FY 2015 CoC Consolidated Application, which includes the project applications for reallocated projects, renewal projects, CoC Planning projects, and Unified Funding Agency (UFA) costs. Consequently, the Collaborative Applicant will be unable to apply for funds. Therefore, it is imperative that all Collaborative Applicants meet this registration deadline. No exceptions will be made.


  • It is the responsibility of the CoCs and their designated Collaborative Applicants to ensure that registration is completed. HUD does not intend to issue individual reminders.
  • If you are a project applicant and your CoC has not completed registration, you should immediately contact your Collaborative Applicant to find out the status. If the Collaborative Applicant does not submit a registration on behalf of the CoC, project applicants will not be able to apply for renewal funds.


  • Collaborative Applicants must complete the FY 2015 CoC Program Registration using e-snaps, The FY 2015 CoC Consolidated Application will not be available at www.grants.gov.
  • CoCs failing to submit a FY 2015 CoC Program Registration by 7:59:59 PM EDT on May 18, 2015 will not have access to the CoC Consolidated Application and will not be able to apply for FY 2015 CoC Program funds.
  • This FY 2015 CoC Program Registration process is not for project applicants. The Project Application will be available with the publication of the FY 2015 CoC Program Notice of Funding Availability (NOFA).
  • Before Collaborative Applicants can get to the actual registration forms, they must first register for the Funding Opportunity – “FY 2015 CoC Registration” in e-snaps. Registering for the Funding Opportunity does not mean that the CoC is registered to apply for FY 2015 CoC Program funds. See page 14 of the CoC Registration and CoC Review Instructional Guide for further information. If you stopped your registration on this page, your CoC is not registered – you must continue on to “Submissions” and complete the CoC Registration forms!
  • To ensure you have completed all required forms, attached all required documents, etc., see pages 57-60 of the CoC Registration and CoC Review Instructional Guide.
  • Finally, Collaborative Applicants should ensure that the “Submission Summary” page looks like this, which indicates that the CoC’s registration has been fully completed and submitted to HUD through e-snaps:
For more information, view the FY 2015 Continuum of Care (CoC) Program Competition: Funding Availability page.


If you have questions pertaining to e-snaps technical issues, please submit your questions to the e-snaps Ask A Question (AAQ) portal. As this is the final day for CoC Program Registration, HUD will only guarantee a response to emergency technical issues (e.g., password lockout, unable to submit, etc). To submit a question to the e-snaps AAQ portal, select “e-snaps” from the “My question is related to” drop down list on Step 2 of the question submission process.

If you have questions related to the CoC Program Interim Rule or a policy related question, please submit your questions to the CoC Program Ask A Question (AAQ) portal. To submit a question to the CoC Program AAQ portal, select “CoC Program” from the “My question is related to” drop down list on Step 2 of the question submission process.